The United Nations is hiring a staff assistant. Apply with a High school diploma or equivalent. Deadline: Feb 23, 2024
The United Nations is hiring a STAFF ASSISTANT. Apply with a High school diploma or equivalent. Deadline: Feb 23, 2024
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About the United Nations
The United Nations (UN) is a global organization dedicated to maintaining international peace and security, developing friendly relations among nations, and promoting social progress, better living standards, and human rights. As a renowned international institution, the UN offers various internship opportunities for individuals seeking to gain valuable work experience and contribute to the organization’s mission.
Job Opening ID: 228567
Job Network : Management and Administration
Job Family : Administration
Category and Level : General Service and Related Categories, G-6
Duty Station : NEW YORK
Department/Office : Department of Safety and Security
Date Posted : Feb 15, 2024
Deadline : Feb 23, 2024
Responsibilities
Under the guidance and direction of the Assistant Secretary-General, and the direct supervision of the Special Assistant to the ASG, the Staff Assistant will be responsible for the following duties:
- Coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner; • Serves as a communications link between the ASG and senior staff by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
- Takes full responsibility for time management and scheduling on behalf of the ASG with appropriate consultation, as required; effectively prioritizes and resolves related conflicts and competing demands;
• Screens and prioritizes all incoming correspondence; prepares, processes and classifies confidential information; compiles relevant background documents, briefing notes and references; - Identifies issues requiring the ASG’s attention and refers others to relevant officers for appropriate action;
- Monitors and follows up on actions to be taken;
- Handles a wide range of complex information requests and inquiries, and drafts responses to a diverse range of correspondence and other communications;
- Organizes and prepares briefing notes and presentations for official meetings, gathering relevant documentation
; • Organizes official receptions, meetings, travel, etc., handles all necessary arrangements; - Handles a wide range of administrative duties/processes (e.g. leave and attendance records, travel arrangements, visa applications, service and supply requisitions, etc.);
- Exercises quality control function for all outgoing documents; proof reads and edits texts for adherence to format, grammar, punctuation and style in line with the Editorial Manual; • Manages, updates and further develops internal databases;
- Provides essential and required information to the ASG in the area of office management and support in the organization and convening of senior management meetings and meetings with government representatives and other dignitaries.
- Responsible for all administrative requirements with respect to the ASG’s travel. Follows upon administrative procedures required upon completion of travel.
- Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project activities. Analyzes and maintains an overview of the work of the ASG’s front office to ensure that timely administrative support is provided.
- Supervises office support staff, including distribution and review of work assignments, training, and inputs to performance evaluation.
- Performs other duties, as assigned.
Competencies
PROFESSIONALISM:
Knowledge of policies, processes and procedures generally and in particular those related to programme administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to design information data bases from multiple sources into an integrated programme evaluation system. Ability to direct, supervise and train office support staff. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization. Shows pride in work and in achievements; Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• TEAMWORK:
Works collaboratively with colleagues to achieve organizational goals; solicit input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• PLANNING AND ORGANIZING:
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently
Education
High school diploma or equivalent.
Work Experience
A minimum of seven years of experience in administration or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Two years of the aforementioned experience in providing administrative, office management assistance and support to senior officials is required. Experience as a Personal or Executive Assistant to senior official within the UN Common System, or other similar international organization is desirable. Experience in handling sensitive and confidential information is desirable. Experience in travel planning, records management and correspondence management is desirable. Experience in using Enterprise Resource Planning (ERP) systems, such as SAP, for travel, time and attendance and office supply requisitions is desirable. Experience working with talent management systems such as Inspira is desirable.
Apply here
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